DISASTER AND EMERGENCY PLAN

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1 DISASTER AND EMERGENCY PLAN A GUIDE FOR NORTH DAKOTA LIBRARIES Preface (Click here to go directly to sample plan) The North Dakota State library recommends that each of the state s libraries prepare a two-part plan to: (1) handle disasters and emergencies directly affecting the library, and (2) provide the citizens of the state with information to prepare for disasters and for their personal recovery should they become disaster victims. This guide has been developed to assist libraries in the preparation of such a plan. The sample plan is for the use of library administrators, trustees, and others who have the responsibility of writing, reviewing, and/or implementing such a plan. It covers many of the areas one would expect to find, but its purpose is to be a document to examine and draw ideas from as a starting point only. All of the emergency procedures listed in this sample are for illustrative purposes only. The library s planning team should work with the local authorities (city or county), including both fire and police departments, and other emergency responders to develop specific procedures. Therefore, text from the sample may have to be adapted to the needs and unique circumstances of an individual library. Also, the sample leaves out data information which the library should insert into the plan to fit each individual situation. PLEASE NOTE: Brackets are used for: (1) special instructions to the plan writer, and (2) places at which a library should insert its own information, such as the name of the library and specific staff positions. Also, at other parts of the document, boxes are highlighted in yellow where information must be entered (to recreate the custom yellow shade use red 255, green 255, and blue 200). The term Administration is used to mean one or more persons forming the library s administration team. Such persons are those individuals most directly responsible for the overall management of the library. If it consists of only the director, then the term PREFACE i

2 Director should be substituted in the library s own plan. However, it may consist of a team including such positions as the Director, Assistant Director, and an administrative position such as a Superintendent or an agency Business Manager. The specific positions of the administration team members should be listed in the plan s introduction. Most emergency procedures are divided into two categories: (1) staff action, and (2) administrative action. Staff actions are to be performed by persons who work under the supervision of the administration. Administrative actions are to be performed by the administrative team. Hyperlinks (within this Guide) are used extensively to make it quicker and easier to jump between subjects. It is recommended that libraries utilize this feature in their own plans since time may be of the essence when dealing with a real situation. As long as staff members computers are functioning when using a plan online, they can more quickly find needed information. Further, it is recommended that a printed copy of the plan be readily available in each department of the library, or even at each employee s desk, to be used when an operational computer is unavailable. Upon completion of the plan, members of the library administration and staff should be trained in its use, and be given refresher training once a year. All employees should be required to study the plan and learn what actions are required of them during emergencies. Additionally, the library should consider printing instructions from the parts of the plan that may apply to only specific departments, so that this information can be more readily accessed at the locations where it is needed. Libraries should include as an appendix to their plans the document Disaster and Emergency Planning for Libraries (included in this Guide as Appendix B). This document will be of use when writing the plan, implementing it, and making periodic revisions. The sample plan has incorporated information from an online service called dplan : The Online Disaster-Planning Tool, Northeast Document Conservation Center. It is a free online set of templates that helps libraries compile planning data. This Guide has copied much of the wording from these templates and from the plan automatically generated on the dplan server using template information. A plan writer may enter required data directly into the library s own plan following the layout in this Guide s sample therefore providing a way for any library s unique procedures to be combined with most of the information from the dplan without actually going online and filling out dplan templates. If you wish to learn more about the dplan, go to Copyright Status of dplan: Copyrights for disaster plans developed on the dplan site are vested in the institutions that develop them. Users may print, download, or adapt their entire disaster plans without specific permission from NEDCC. Note, however, that their use of the plans remains subject to the disclaimers stated on the dplan web site. See site for full information. Sections from dplan : The following sections from dplan, The Online Disaster-Planning Tool, Northeast Document Conservation Center, existing as of November 2008, used by permission, are in this document, Sample Disaster and Emergency Plan for North Dakota Public Libraries. The North Dakota sample uses different numbering and lettering in some PREFACE ii

3 sections, as listed below. In addition, in the North Dakota sample plan additional information regarding emergency lighting and fire extinguishers appears in Appendices L and M. Sections from dplan TELL ME MORE / Disaster Planning Responsibilities in: Chapter 2, part 2.2, Emergency Numbers Chapter 2, part 2.3, Emergency Call List Chapter 2, part 2.4, List of Staff/Key Personnel Sections from dplan Chapter 2, part 2.5, Disaster Response Team Equivalent sections in the North Dakota sample plan Chapter 2, Planning Team Section 3.1, Emergency Numbers Section 3.2, Emergency Call List Section 3.4, List of Staff/Key Personnel Equivalent sections in the North Dakota sample plan Section 3.3, Disaster Response Team Chapter 3, part 3.1, General Salvage Procedures Appendix O, section 0.1 Chapter 4, Rehabilitation Appendix A, Facilities Information Appendix B, Disaster Team Responsibilities Appendix C, In-House Supplies Appendix D, External Suppliers and Services Appendix E, Record Keeping Forms Appendix F, Salvage Priorities (Detailed) Appendix G, Floor Plans Appendix H, Insurance Information Appendix I, Volunteer/Temporary Personnel Appendix J, Emergency Funds Appendix K, Disaster Recovery Contract Appendix L, Additional Resources for Salvage of Specific Media Appendix M, Pre-Disaster Communication with Emergency Services Appendix N, Command Center/Temporary Space Appendix O, Information Technology Appendix P, Prevention and Protection Appendix N, Rehabilitation Appendix F, Facilities Information Section 3.3.1, Disaster Team Responsibilities Appendix I, In-House Supplies Appendix E, External Suppliers and Services Appendix M, Record Keeping Forms Appendix P, Salvage Priorities Appendix G, Floor Plans Appendix J, Insurance Information Appendix Q, Volunteer/Temporary Personnel Appendix D, Emergency Funds Appendix C, Disaster Recovery Contract Appendix O, section 0.2 Appendix K, Pre-Disaster Communication with Emergency Services Appendix A, Command Center/Temporary Space Appendix H, Information Technology Appendix L, Prevention and Protection Disclaimer of Liability: The North Dakota State Library (NDSL) does not give any warranty or other assurance as to the content of the material appearing in this document ( Sample Disaster and Emergency Plan for North Dakota Public Libraries ), its accuracy, completeness, timeliness, or fitness for any particular purpose. Users assume the entire risk related to their use of the information. They are responsible for appropriate adherence to any disaster plan that results from use of this document. NDSL cautions against and bears no responsibility for any institution s reliance on a disaster plan that might have become outdated or have been adapted independent of the guidelines in this document. To the full extent permissible by law, NDSL disclaims all responsibility for any damages or losses (including, without limitation, financial loss, damages for loss in business projects, loss of profits or other consequential losses) arising in contract, tort, or otherwise from the use of or inability to use the document or any material appearing in the document, or from any action or decision taken as a result of using this document. PREFACE iii

4 [Sample] Disaster and Emergency Plan for [enter library name] Contents (click here to go back to preface) Note: Click on a hyperlink listing and you will go to the area covered (Ctrl + Click to follow the link) or (Clear the option to use Ctrl and use just a single Click to follow the link) Page Part 1 Library Is Directly Impacted INTRODUCTION PLANNING TEAM EMERGENCY RESPONSE PERSONNEL Emergency numbers Library administration and front desk Emergency services Maintenance / utilities Emergency call list Disaster response team Disaster response team responsibilities List of staff / key personnel HUMAN EMERGENCY PROCEDURES Alarms and alarm pull stations Bomb threat Bomb threat checklist Building explosion Crime in progress Earthquake Elevator failure Evacuation Evacuation floor plans Fire extinguishers Fire or smoke Hazardous materials release Hurricane and Hurricane Force Winds Medical emergencies patrons Medical emergencies staff Power failure CONTENTS 1

5 4.17. Suspicious mail or packages (bomb or biochemical) Tornado Water leak or flooding Workplace violence COLLECTION AND EQUIPMENT EMERGENCY PROCEDURES SAFETY AND PREPAREDNESS POLICY, WITH PROCEDURES INSURANCE AND INVENTORY Part 2 Helping People in the Community APPENDICES: A. COMMAND CENTER/TEMPORARY SPACE... A-1 A.1. Command Center A-1 A.2. Relocation/Temporary Storage of Collections.. A-1 A.3. Drying Space.. A-1 B. DISASTER AND EMERGENCY PLANNING FOR PUBLIC LIBRARIES.. B-1 C. DISASTER RECOVERY CONTRACT. C-1 D. EMERGENCY FUNDS D-1 E. EXTERNAL SUPPLIERS AND SERVICES.. E-1 E.1. Freezing Services.. E-1 E.2. Building Recovery/Collection Salvage Services. E-1 E.3. Microfilm Salvage... E-3 E.4. Salvage Electronic Data & Equipment.. E-4 E.5. Salvage Magnetic Media... E-6 E.6. Professional Preservation Advice Regional Centers.. E-7 E.7. Professional Preservation Advice Conservators. E-7 E.8. External Sources for Supplies E-7 E.9. External Suppliers... E-9 F. FACILITIES INFORMATION.. F-1 F.1. Utility/Shut-Off Control Locations and Procedures. F-1 F.2. Fire Protection Systems. F-1 F.3. Water Detectors... F-3 F.4. Security... F-3 F.5. Building Access... F-4 F.6. Climate Control Systems... F-4 G. FLOOR PLANS. G-1 H. INFORMATION TECHNOLOGY H-1 H.1. Emergency Contact Information H-1 H.2. Software and Equipment Inventory..... H-2 H.3. Data Backup... H-3 CONTENTS 2

6 H.4. Data Restoration. H-4 H.5. Software and Hardware Reconfiguration H-4 H.6. Relocation of Computer Operations H-5 H.7. Alternate Access to Telecommunications and Online Services.. H-5 H.8. Emergency Procedures for Manual Operations H-6 I. IN-HOUSE SUPPLIES. I-1 I.1. Basic Disaster Supply Kit I-1 I.2. Additional Supplies.. I-2 J. INSURANCE INFORMATION. J-1 K. PRE-DISASTER COMMUNICATION WITH EMERGENCY SERVICES.. K-1 K.1. Fire Department... K-1 K.2. Police Department K-1 K.3. Local Emergency Management Agency... K-1 K.4. Memorandums of Agreement/Understanding.. K-2 L. PREVENTION AND PROTECTION.... L-1 L.1. Preventive Maintenance Checklists. L-1 L.2. Emergency Lighting Maintenance... L-5 L.3. Fire Extinguisher Maintenance. L-5 L.4. Natural/Industrial/Environmental - Hazards and Risks. L-7 L.5. Building/Systems/Procedures Hazards and Risks. L-17 M. RECORD KEEPING FORMS... M-1 M.1. Collection/Equipment Incident Report Form. M-2 M.2. Building Incident Report Form... M-5 M.3. Packing and Inventory Form.. M-6 M.4. Volunteer Sign-In/Sign-Out Form. M-7 M.5. Environmental Monitoring Form. M-8 M.6. Donors Form.... M-9 M.7. Emergency Lighting Test Log.. M-10 M.8. Monthly Fire Extinguisher Inspection Report M-11 N. REHABILITATION METHODS.... N-1 O. SALVAGE METHODS.. O-1 O.1. General salvage procedures. O-1 O.1.1. Freezing.. O-1 O.1.2. Drying Operations... O-2 O.1.3. Packing.... O-4 O.1.4. Documentation. O-5 O.1.5. Fire Damage O-6 O.1.6. Evaluation of Salvage Efforts..... O-6 O.2. Additional resources for salvage of specific media... O-6 P. SALVAGE PRIORITIES P-1 P.1. Salvage Priorities Institutional Records. P-1 P.2. Salvage Priorities Collection and Equipment by Department. P-2 P.3. Overall Institutional Salvage Priorities.. P-2 CONTENTS 3

7 Q. VOLUNTEER/TEMPORARY PERSONNEL... Q-1 CONTENTS 4

8 Part 1 Library Is Directly Impacted Chapter 1 INTRODUCTION The term Administration is used to mean one or more persons forming the library s administration team (the Director, Assistant Director, Business Manager, etc.). Never hesitate to call Administration if you need emergency help. Contact Administration as follows [sample wording]: (1) Dial 0, which connects you to the front desk. (2) Identify yourself and the emergency you have, and state that you need to speak to or leave a message for a member of the Administration. (3) Front desk staff will forward your call or give your message to an administration team member as soon as possible. Staff sometimes wonders if they should call 911 before calling Administration. Keep in mind that safety is our first concern. So, for example, if you see flames or smell strong smoke, call 911 first (as it says in the section of this manual on Fire or smoke). Each problem described in this plan has a procedure section, which is a list of steps to follow. In emergencies, individuals have to make quick decisions about how to handle a situation. Procedures such as these are helpful, but they cannot cover every possible sequence of events. In those cases, use your best judgment. Remember, if you encounter a situation that is new or not fully covered in this plan, please notify Administration. The procedures listed are intended to cover situations that may occur so that staff can be better prepared. Please notify Administration if there is a situation that should be added to the procedures list, or if instructions are unclear. The purpose of this document is to provide a plan for dealing with both disasters and emergencies, and those terms (as used in this document) require clarification. Disaster means an unexpected occurrence inflicting widespread destruction and distress, and having long-term adverse effects on operations. Emergency means a situation or an occurrence of a serious nature, developing suddenly or unexpectedly, and demanding immediate action. An emergency is generally of short duration, for example, an interruption of normal operations for a week or less. It may involve electrical failure or minor flooding caused by broken pipes. INTRODUCTION 1-1

9 Some of the concepts and wording for this plan are from dplan : The Online Disaster- Planning Tool. Northeast Document Conservation Center. INTRODUCTION 1-2

10 Chapter 2 PLANNING TEAM The following is a list of all disaster planning team members appointed by the library director. The team includes institutional staff members AND other key personnel who are not staff members but are involved in your disaster planning efforts (e.g., members of the board of trustees, town building department personnel). The membership of the disaster planning team may (or may not) be the same as the membership of the disaster response team. Letters of appointment are prepared and filed. Each letter contains: (1) assigned responsibility of the member, (2) signature of director, and (3) signature of the team member. Disaster Planning Team: Name Title Enter a name and title on each row. To add additional rows, position cursor at end of bottom row and press Enter. Latest plan review completion date: Next plan review date: Disaster Planning Team Responsibilities Whether the disaster planning team is large or small, it should be representative of the institution. It should include at least one member from all departments, as well as from any outside departments or agencies that are involved in daily operations (e.g., administration, facilities management, information technology, human resources). It is also helpful to include staff at a range of levels (e.g., from paraprofessionals to department heads) to provide differing points of view. When assigning members to the planning and response teams, keep in mind that staff members have different skills, talents, and experience levels. Some may be more skilled at planning and organization, while others may be better suited to provide the calm and reasoned response under pressure that is needed during a disaster response. There are a number of activities that must be carried out during the disaster planning process. These include (but are not limited to): Gathering collections information Preparing a staff list Assessing risks PLANNING TEAM 2-1

11 Devising opening and closing procedures Devising a preventive maintenance checklist Determining salvage priorities Collecting insurance and accounting information Collecting facilities information and preparing floor plans Collecting information about local emergency services Gathering internal supplies Collecting information about external supplies Devising emergency response and evacuation procedures Preparing an emergency call list Identifying a potential command center and/or alternative storage or drying space Identifying potential volunteers and/or workers Coordinating staff training Coordinating distribution, review, and updating of the plan The disaster planning team should review the various elements of this planning tool before beginning to gather information. Each member of the planning team should be assigned responsibility for coordinating one or more of the activities noted above. They may receive assistance from other staff members, but they are responsible for ensuring that the necessary actions are taken. The responsibilities should correspond to their duties within the institution to the extent possible (e.g., facilities management personnel might work on a preventive maintenance checklist, each department head might work on salvage priorities for their collections). In smaller institutions, each team member will have multiple responsibilities. As each team member gathers the relevant information, it should be shared with the disaster planning team and then input into this template. When assessing risks, the team utilizes the risk assessment information as determined at the county level by the County Emergency Management Agency in its emergency management plan. In addition, the team may utilize the risk assessment information as determined by the County Local Emergency Planning Council in its mitigation plan pertaining to hazardous materials, where hazardous materials pose a risk to the library. Further, the team may utilize other sources of information on risk assessment. See Appendix B (Disaster and Emergency Planning for Public Libraries) for more information about the responsibilities of the planning team. Anyone with questions pertaining to fire safety and preparedness can contact the State Fire Marshal's Office at telephone PLANNING TEAM 2-2

12 Chapter 3 EMERGENCY RESPONSE PERSONNEL 3.1 EMERGENCY NUMBERS Library Administration and Front Desk [There is no template. Use the wording here or create your own so that staff will know how to contact the library administration.] (1) Dial 0, which connects you to the front desk. (2) Identify yourself and the emergency you have, and state that you need to speak to or leave a message for a member of the Administration. (3) Front desk staff will forward your call or give your message to an administration team member as soon as possible Emergency Services Police/Sheriff Name: Phone: 911 Service availability: Fire Department Name: Phone: 911 Service availability: Ambulance Name: Phone: 911 Service availability: In-house Security Name: Phone: After-hours phone: Cell phone: Security monitoring company Name: Phone: After-hours phone: Cell phone: EMERGENCY RESPONSE PERSONNEL 3-1

13 Local emergency management agency Name: Phone: After-hours phone: Cell phone: Poison Information Center: Maintenance / Utilities For additional information about the building and systems, see Appendix F Facilities Information. 3.2 EMERGENCY CALL LIST () List disaster team and staff members in the order that they should be called in an emergency (many institutions list the staff members who live closest first). If you discover an emergency, call the people on this list in order until you contact someone who can assist in addressing the problem. In consultation with that person, decide who else needs to be contacted. The disaster response team leader, the facilities maintenance supervisor, and the institutions director will need to be notified of any emergency, however small. In the case of a small-scale problem, other staff members may not be needed at all, or you will only need to contact those who are in charge of the collections directly affected. See the Staff/Key Personnel List, in section 3.4 below in this chapter for additional contact information. Emergency call list: Staff member Estimated response time in minutes To add additional rows, position cursor at end of bottom row and press Enter. 3.3 DISASTER RESPONSE TEAM () The disaster response team will coordinate first response to an emergency, as well as salvage and long-term rehabilitation of the collections and the building. The membership of the disaster response team may (or may not) be the same as the membership of the disaster planning team. The members of the disaster response team should be able to think clearly under pressure, consider all options quickly but carefully, make decisions, and act. In particular, the head of the team will need to provide strong leadership in stressful circumstances. The composition of the disaster team may reflect the organizational hierarchy, but in some cases, it may be better if it does not. EMERGENCY RESPONSE PERSONNEL 3-2

14 It is important to include on the disaster team any personnel that are not on staff but will need to play an important role in disaster recovery (such as personnel from town departments and/or members of the board of trustees). These people should also have been entered into the Staff/Key Personnel List, in section 3.4 below in this chapter. List the members of the disaster response team below, and indicate which members of the team will fill the specific roles that are likely to be needed during an emergency. Note that in a small institution, each person may fill more than one role. In all cases, designate backups in case a team member is not available during an emergency. Letters of appointment are prepared and filed. Each letter contains: (1) assigned responsibility of the member, (2) signature of director, and (3) signature of the team member. Disaster response team: Disaster Response Team Leader: Backup#1: Backup#2: Administrator/Supplies Coordinator: Backup: Collections Recovery Specialist: Backup: Subject Specialists Work Crew Coordinator: Backup: Technology Coordinator: Backup: Building Recovery Coordinator: Backup: Security Coordinator: Backup: Public Relations Coordinator: Backup: Documentation Coordinator: Backup: Disaster Response Team Responsibilities EMERGENCY RESPONSE PERSONNEL 3-3

15 Disaster Team Leader: Activates the disaster plan; coordinates all recovery activities; consults with and supervises all members of the disaster team; establishes and coordinates an internal communications network; and reports to the director or governing body, as appropriate. Important: be sure that this person has authorization to act from the upper levels of the administration, if necessary. [Each county should have one public library staff member who is National Incident Management System (NIMS) certified at the 100 and 200 level. If the library is the only one in the county or if the library has an agreement with other libraries in the county to have the NIMS certified person, then:] The disaster response team leader is NIMS certified at the 100 and 200 level. More information about NIMS is in Chapter 6 (see page 6-6). Administrator/Supplies Coordinator: Tracks personnel working on recovery; maintains in-house disaster response supplies; orders/coordinates supplies, equipment, and services with other team members; authorizes expenditures; deals with the insurance company. Collections Recovery Specialist: Keeps up to date on collections recovery procedures; decides on overall recovery/rehabilitation strategies; coordinates with administrator regarding collections related services/supplies/equipment, such as freezing and vacuum freeze drying services; trains staff and workers in recovery and handling methods. Work Crew Coordinator: Coordinates the day-to-day recovery work of library staff and volunteers to maintain an effective workflow; arranges for food, drink, and rest for staff, volunteers, and other workers. Subject Specialist/Department Head: Assesses damage to the collections under his/her jurisdiction; decides what will be discarded and what will be salvaged; assigns salvage priorities among collections. Unless the institution is very small, there will be more than one subject specialist. Technology Coordinator: Assesses damage to technology systems, such as hardware, software, and telecommunications; decides on recovery/rehabilitation strategies; sets priorities for recovery; coordinates with administrator for external services/supplies/equipment related to technology. Building Recovery Coordinator: Assesses damage to the building and systems; decides on recovery/rehabilitation strategies for the building; coordinates with administrator for external services/supplies/equipment related to building recovery. Security Coordinator: Maintains security of collections, the building, and property during response and recovery; and oversees response to medical emergencies. Public Relations Coordinator: Coordinates all publicity and public relations, including communication with the media and the public. Provides regular updates of information to the media and the public, and takes names and phone numbers of potential volunteers. Documentation Coordinator: Maintains a list of the priorities for recovery; keeps a written record of all decisions; maintains a written and photographic record of all EMERGENCY RESPONSE PERSONNEL 3-4

16 damaged materials for insurance and other purposes; and tracks the collections as they are moved during the salvage and treatment period. 3.4 LIST OF STAFF / KEY PERSONNEL () The following are lists of all library staff members AND other key personnel who are not staff members but are involved in your disaster planning efforts (e.g., members of the board of trustees, town building department personnel). Staff: First Name: Last Name: Title: Work phone/extension: Work Home phone: Cell phone: Pager: Home Home address: To add names copy the following template and paste it just below the last entry: First Name: Last Name: Title: Work phone/extension: Work Home phone: Cell phone: Pager: Home Home address: Key Personnel Who Are Not Staff: First Name: Last Name: Title: Work phone/extension: Work Home phone: Cell phone: Pager: Home Home address: EMERGENCY RESPONSE PERSONNEL 3-5

17 To add names, copy the following template and paste it just below the last entry: First Name: Last Name: Title: Work phone/extension: Work Home phone: Cell phone: Pager: Home Home address: EMERGENCY RESPONSE PERSONNEL 3-6

18 Chapter 4 HUMAN EMERGENCY PROCEDURES Beginning on the following page are sample human emergency response procedures. HUMAN EMERGENCY PROCEDURES 4-1

19 ALARMS AND ALARM PULL STATIONS IMPORTANT BASIC INFORMATION [The following procedures are for illustrative purposes only, as are all the procedures in this sample plan. Work with your local funding authority (city/town, county or other entity) and the local fire department to develop specific procedures.] An alarm is a warning of existing or approaching danger. There are 3 main alarm sounds heard in the library building: (1) Fire Alarm Bell, (2) Voice Announcement, and (3) Elevator Alarm Bell. A fire alarm pull station is an active fire protection device that, when activated, initiates a fire alarm. Alarms are activated by pulling the handle down, sending an alarm to the Fire Departmenthttp://en.wikipedia.org/wiki/Fire_alarm_control_panel. Be Prepared: Know the location of the nearest fire alarm pull station (see Evacuation Floor Plans). Know the evacuation route from your location. Staff Action Fire Alarm Bell or Voice Announcement of Fire: When you hear the building fire alarm or voice announcement of fire, follow the Evacuation procedure. Evacuate the entire building. For locations of fire alarms see Evacuation Floor Plans For when to pull fire alarm see Fire or Smoke Voice Announcement: When you hear an announcement over the intercom system, comply with all instructions given. Elevator Alarm Bell: If you hear the elevator alarm, follow these procedures: 1. Report problem by elevator type to Administration: (a) passenger elevator, or (b) freight elevator; perhaps by location, i.e., West Elevator. Give as many details as possible. 2. Check to see if anyone is trapped in the elevator. 3. If someone is in the elevator, ask if he or she has used a telephone to call 0 for ALARMS AND ALARM PULL STATIONS 4-2

20 elevator assistance or 911. A telephone is located in most elevators behind a small door. In many elevators with a telephone, when the handset is picked up, there is a dial tone. 4. Reassure the person that help is on the way. 5. Do not force the elevator doors open. A person climbing out could be crushed if the elevator moves unexpectedly. 6. Turn off elevator power switch. Administrative Action Fire Alarm Bell or Voice Announcement of Fire: If a fire alarm sounds, Administration determines the reason for the alarm if possible. If Administration determines that evacuation is necessary and the fire alarm system has not already been activated, take the appropriate action: (1) activates the fire alarm, or (2) makes an evacuation announcement via the intercom and through direct voice communication to all staff. Administration oversees the evacuation. See Evacuation Voice Announcement Administration may make voice announcements of other types of emergencies and give appropriate instructions. Elevator Alarm Bell: Administration receives information from staff about the elevator emergency and takes action needed to get people out of the elevator safely. Related Sections of Handbook Evacuation Fire or Smoke Evacuation Floor Plans ALARMS AND ALARM PULL STATIONS 4-3

21 BOMB THREAT IMPORTANT BASIC INFORMATION [The following procedures are for illustrative purposes only, as are all the procedures in this sample plan. Work with your local funding authority (city or county), local fire department, and local law enforcement authorities to develop specific procedures.] A bomb threat is a telephone call, note, or verbal message that indicates that a bomb has been placed in or near the library building. Take all bomb threats seriously. All bomb threats are to be taken seriously. While Receiving a Bomb Threat by Phone Staff Action Keep the caller on the phone as long as possible. [if the library has caller ID] Do not hang up the receiving phone. With a silent signal or message, try to have someone call 911 on another phone to report the phone number on which the call is received. Follow the instructions of the 911 dispatcher. [if the library does not have caller ID] Do not hang up the receiving phone. With a silent signal or message, try to have someone call 911 to report the call and ask if it can be traced. Follow the instructions of the 911 dispatcher. Get as much information from the caller as possible and write it down: o Exact location threatened: building, floor, and room; o Time the bomb is supposed to explode; o Kind of bomb; o Listen for clues about the caller, such as accent or background noise. If a bomb threat is made by phone: Stay calm. Do not put the telephone call on hold or hang up on the caller. Talk to the caller. Try to elicit as much information as possible using the Bomb threat checklist. The checklist will help in apprehending the caller. After Receiving a Threat [The following procedures, as are all the procedures listed in this document, are given as a sample which may or may not work in your individual circumstances. Specific procedures for dealing with this threat must be done in exact accordance with professional guidelines. Contact your local EMA office and develop procedures under their guidance.] Call Circulation Desk at 0. The staff on duty at the Circulation Desk should contact library Administration and relay all information. BOMB THREAT 4-4

22 If instructed by Administration to evacuate the building, sound the fire alarm in all parts of the building. Follow procedure for Evacuation Instruct people to move away from the building (at least 300 feet). Encourage library staff and library patrons not to use cell phones or walkie-talkies as they may detonate a bomb. Do not search for the bomb; do not risk your life or that of others. Complete incident report form. Administrative Action Administration calls 911. Administration oversees the procedures to be followed by staff. Evacuate the building if necessary. Related Sections of Handbook Bomb threat checklist Evacuation Suspicious package (bomb or biochemical) BOMB THREAT 4-5

23 Bomb Threat Checklist If you receive a bomb threat by telephone, use this form as a guide and document the call. Immediately contact your supervisor or call the Circulation Desk at 0 and provide whatever information you were able to obtain from the caller. DO NOT HANG UP ON THE PERSON MAKING THE CALL CALLER S VOICE: Calm Angry Nasal Stutter QUESTIONS TO ASK Excited Lisp 1. When is bomb going to explode? Slow Raspy Rapid Deep 2. Where is the bomb? Soft Ragged 3. What does it look like? Loud Clearing Throat Laughter Deep Breathing 4. What kind of bomb is it? Crying Voice Disguised 5. What will cause it to explode? Normal Distinct 6. Did you place the bomb? 7. Why? 8. Where are you calling from? 9. What is your address? 10. What is your name? EXACT WORDING OF THE THREAT: Slurred Accent Familiar If the voice is familiar, whom does it sound like? BACKGROUND SOUNDS: Street Noises Factory Machinery Crockery Animal Noises Static PA System Local Music House Noises Long Distance Booth Office Machinery Other: Sex of caller: Race: Age: Length of call: Extension at which call is received: Time: Date Related Sections of Handbook Bomb threat Evacuation THREAT LANGUAGE: Well Spoken (Educated) Incoherent Taped Foul Irrational Message read by threat maker Remarks BOMB THREAT CHECKLIST 4-6

24 BUILDING EXPLOSION IMPORTANT BASIC INFORMATION [The following procedures are for illustrative purposes only, as are all the procedures in this sample plan. Work with your local funding authority (city/town, county or other entity) and your local fire department to develop specific procedures.] An explosion is a release of energy in a sudden, loud, and often violent manner with the generation of high temperature and usually with the release of gases. Because the cause of a major explosion often cannot be determined immediately, it is best to take the same precautions as for a fire. Staff Action 1. If safe to do so, call 911. Give your name, location and department. Advise them of the situation. 2. If safe to do so, notify Administration. Give as many details as possible. 3. Do what seems reasonable to protect yourself: take cover under sturdy furniture, stand near walls by elevators or fire stairs, or leave the building. 4. The person handling the front desk must take the visitor sign-in sheet to account for visitors in the building. 5. Use stairs to leave the building. Do not use an elevator. 6. When outside, move at least 300 feet away from the hazard site. Meet at the following designated area outside the building: [enter the designated area]: 7. Watch for flying debris and stay away from windows. 8. Do not light matches or lighters in case there is explosive gas or other material present. Administrative Action Library Administration calls 911, even if staff has already called. Administration oversees the procedures to be followed by staff. Order the evacuation of the building if necessary and safe. If Library Administration determines that evacuation is necessary, and the fire alarm system has not already been activated, they take the appropriate action: (1) activates the fire alarm, or (2) makes an evacuation announcement via the intercom and BUILDING EXPLOSION 4-7

25 through direct voice communication to all staff. Library Administration oversees the evacuation. Have an assigned staff member take a staff roster outside with them to use to help account for staff. Administration or other staff with the necessary information (using staff roster and visitor sign-in sheet) notify police or fire personnel of the location of persons remaining in the building, such as disabled persons. Administration posts staff at entrances, voluntarily and only if it appears safe to do so, to keep people from entering or re-entering the building. Related Sections of Handbook Evacuation BUILDING EXPLOSION 4-8

26 CRIME IN PROGRESS IMPORTANT BASIC INFORMATION [The following procedures are for illustrative purposes only, as are all the procedures in this sample plan. Work with your local funding authority (city or county) and local law enforcement authorities to develop specific procedures.] Staff Action 1. Do not attempt to apprehend or interfere with the suspect. 2. Do, if safe, get a good description of the suspect. Note height, weight, sex, color, age, clothing, method, and direction of travel, and name, if known. If the suspect is entering a vehicle, note the license plate number, type, make, model, color, and outstanding characteristics. 3. Do, if safe, call 911. Give your name, location, and department. Advise them of the situation, and, if safe to do so, remain where you are until contacted by an officer. 4. Do, If safe, call Circulation Desk at 0. The staff on duty at the Circulation Desk will contact Administration and relay all information. 5. Complete incident report form. Administrative Action Library Administration calls police and explains the situation, and that staff may have already called 911. Follow advice given by police. Related Sections of Handbook: Workplace violence CRIME IN PROGRESS 4-9

27 EARTHQUAKE (MAJOR) IMPORTANT BASIC INFORMATION [The following procedures are for illustrative purposes only, as are all the procedures in this sample plan. Work with your local funding authority (city/town, county or other entity) and your local fire department to develop specific procedures.] A major earthquake is one in which one or more of the following occurs: book stacks collapse or sag dangerously, walls or floors crack or crumble, window glass breaks, electrical wires become exposed, power is lost, flooding occurs, elevators fail, or building entrances are blocked. During the Earthquake Staff Action Move away from windows and falling objects. Be aware of collapsing book shelves and falling objects. Stand close to elevators or fire stairs. Take immediate cover under a sturdy table or desk, in a doorway, or by a wall. If you are outdoors, move away from power poles or power lines, lamp posts, and buildings. After the Tremors End Call Circulation Desk at 0. The staff on duty at the Circulation Desk will contact Administration and relay all information. Library Administration calls 911. If telephones are not working, communicate with authorities in person. Sound the fire alarm in all parts of the building to evacuate the building (watch for aftershocks) Use stairs to leave the building. Using elevators may be unsafe. Do not light matches or lighters in case explosive materials are present. Avoid touching fallen electrical lines When outside, move at least 300 feet away from the hazard site. Render first aid as needed. Check for fire or fire damage. Check for flooding or water damage. Administrative Action Administration calls 911 and explains the situation. Also explains that staff may have also called previously. After the tremors end, Administration orders the evacuation of the building. EARTHQUAKE 4-10

28 Related Sections of Handbook Evacuation EARTHQUAKE 4-11

29 ELEVATOR FAILURE IMPORTANT BASIC INFORMATION [The following procedures are for illustrative purposes only, as are all the procedures in this sample plan. Work with your local funding authority (city/town, county or other entity) and your local fire department to develop specific procedures.] Elevator failure is when an elevator fails to move from floor to floor or an elevator door fails to open. The elevator alarm may or may not be heard, at time of failure. Staff Action 1. Report problem by elevator type to administration: (a) passenger elevator, or (b) freight elevator, or (c) by the elevator s location. Give as many details as possible. 2. Check to see if anyone has been trapped in the elevator. 3. If someone is in the elevator, ask if he or she has used their personal cell phone (to call 911 ) or the telephone in the elevator (if such exists, to call 0 for elevator assistance). A telephone is often located in each elevator behind a small door. When the handset is picked up, there should be a dial tone. 4. Reassure the person that help is on the way. 5. Do not force the elevator doors open. A person climbing out could be crushed if the elevator moves unexpectedly. Administrative Action Administration receives information from staff about the elevator emergency and takes the necessary emergency action needed to get people out of the elevator safely. ELEVATOR FAILURE 4-12

30 EVACUATION IMPORTANT BASIC INFORMATION [The following procedures are for illustrative purposes only, as are all the procedures in this sample plan. Work with your local funding authority (city/town, county or other entity) and your local fire department to develop specific procedures.] Evacuation of a building means that everyone in the building must leave, usually because of a dangerous situation. Evacuation is signaled by sounding the fire alarm or by an announcement over the intercom. State law requires that all occupants evacuate when a building's fire alarm sounds. A disabled person in this context is one who cannot walk, or see, or hear clearly enough to be able to leave a building without assistance in an emergency. Disabled persons who use the library often should be encouraged to make their emergency evacuation needs known to the library s public service staff ahead of time. Evacuation Plan Who s Responsible: To assure the safety of staff and patrons, the following on-duty supervisors (or their appointed alternates) will be responsible to sweep each area as follows: IT Department Head: (1) IT Department, (2) Training Room(s), and (4) Adjoining hallways. Technical Services Department Head: (1) Technical Services office, and (2) Adjoining hallways. Assistant Director: (1) Administrative offices, (2) meeting room(s), (3) Staff kitchen, (4) Bathrooms, (5) Storage room(s), and (6) Adjoining hallways. Business Manager: (1) Business offices, and clerical support staff areas. Library Director: Oversee and coordinate all evacuation activities. To provide for the case when a supervisor is absent, each supervisor will appoint alternates to sweep the designated area, so that someone will be present in each department who will be responsible for performing the sweep. Staff Action Always leave the building without delay in accordance with the posted evacuation floor plan(s): arrows should indicate routes for people to follow to evacuate all parts of the building. Ignore any door alarm warnings as the priority is to exit quickly and orderly. If you cannot remember the route on the floor plan, use the nearest exit. If you hear a fire alarm, close the doors on your level and immediately evacuate the EVACUATION 4-13

31 building. The person handling the front desk must, if possible, take any visitor sign-in sheets to aid in the accounting of visitors in the building. Meet at the following designated area outside the building: [enter the designated area]. If the alarm stops sounding continue evacuation and warn others who may attempt to enter the building. COMPLETE EVACUATION IS REQUIRED. Leave walks and driveways open for arriving fire fighters. Use stairs. Do not use elevators. In the case of a bomb threat, stand at least 300 feet away from the building. Take personal items with you only if that can be done quickly. Secure your office or area as time permits. As staff leaves the building, they should instruct anyone they see along their escape route to leave as well. Once patrons are informed of an evacuation, staff should leave without regard for persons who refuse to leave. Staff of a unit should congregate in a predetermined location outside to account for all staff known to be working at the time. Administration or other staff with information notifies police or fire personnel of the location of persons remaining in the building, such as disabled persons. Administration will post staff at entrances, voluntarily, and only if it appears safe to do so, to keep people from entering or re-entering the building. Help the disabled Help disabled people move to safe areas. Observe where people are waiting for rescue and notify the library Administration, firefighters, or police after leaving the building. Visual Impairment: o Give verbal instructions to advise sight impaired people about the safest exit route using directional terms and estimated distances. o Do not grasp a visually impaired person's arm. Ask if he or she would like to hold onto your arm as you exit, especially if there is debris or crowding. Mobility Impairment o It may be necessary to clear the exit route of debris (if possible) so that a mobility impaired person can evacuate or move to a safe area. o If a mobility impaired person cannot exit, he or she should move to a safer EVACUATION 4-14

32 area. Find an office with a door that shuts, which is a good distance from the hazard, and away from falling debris and glass. Administrative Action If a fire alarm sounds, the Library Administration determines the reason for the alarm if possible. If Library Administration determines that evacuation is necessary, and the fire alarm system has not already been activated, they take the appropriate action: (1) activates the fire alarm, or (2) makes an evacuation announcement via the intercom and through direct voice communication to all staff. Library Administration oversees the evacuation. Have an assigned staff member take a staff roster outside with them to be used to account for staff. Administration or other staff with the necessary information (using staff roster and visitor sign-in sheet) notify police or fire personnel of the location of persons remaining in the building, such as disabled persons. Administration posts staff at entrances, voluntarily and only if it appears safe to do so, to keep people from entering or re-entering the building. Related Sections of Handbook: Alarms and alarm pull stations Bomb threat Building explosion Fire or smoke Evacuation Floor Plans Hazardous materials release Workplace violence EVACUATION 4-15

33 EVACUATION FLOOR PLANS Evacuation floor plans (diagrams to be posted in a facility) are to be prepared showing the following: 1. All exits 2. All fire alarm pull stations (can use symbols) 3. All fire extinguishers (can use symbols) 4. Arrows showing routes for people to follow to evacuate the building 5. A dot showing the location of the person viewing the plan. [If the floor plans can be reduced to a size that can fit on a 8 ½ x 11 page and still remain legible, then insert copies here.] On each floor, publicly post the floor plan for each floor at locations where staff and the public can easily find them in case of emergency evacuation. In addition, a copy of the evacuation floor plan is given to each staff member to be kept readily available at the individual s work station. (If the library has an employee handbook, or a new employee packet provided at the time of employment, it is suggested that an Evacuation Floor Plan should be included therein. EVACUATION FLOOR PLANS 4-16

34 FIRE EXTINGUISHERS IMPORTANT BASIC INFORMATION [The following procedures are for illustrative purposes only, as are all the procedures in this sample plan. Work with your local funding authority (city/town, county, or other entity) and your local fire department to develop specific procedures.] A fire extinguisher is a portable apparatus containing chemicals that can be discharged in a jet to extinguish a small fire. Almost all library extinguishers are multi-purpose, dry chemical extinguishers. They are red in color and labeled for use on A (ordinary combustible), B (flammable liquids) and C (electrical equipment) fires. A SMALL FIRE is no larger than a fire in a waste basket. Any other fire is a BIG FIRE. Be Prepared Staff Action Know the location of the nearest extinguisher and alarm pull station (see Evacuation Floor Plans). Know the evacuation route from your location. Using the Extinguisher Pull the pin. Aim the extinguisher. Spray at the base of the fire. Use a sweeping motion. Extinguish the fire completely. Fight the fire ONLY IF: You know how. The fire is small no larger than a fire in a waste basket. Confined to the area where it started. You have a way out. You can work with your back to the exit. You have the right type of extinguisher. You feel confident that you can operate it effectively. DO NOT fight the fire if: The fire is large bigger than a fire in a waste basket. FIRE EXTINGUISHERS 4-17

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